View or Configure Remote Mailbox Properties

Use the Properties dialog box to configure the settings for the remote mailboxes in your Microsoft Exchange Server 2010 organization.

A remote mailbox consists of a mail-enabled user that exists in the on-premises Active Directory and an associated mailbox that exists in the cloud-based service. When you create a new remote mailbox, the mail-enabled user is created in your on-premises Active Directory. Then, directory synchronization, if it's configured, automatically synchronizes this new user object to the cloud-based service and is converted to a user mailbox. You can create remote mailboxes as regular user mailboxes or as resource mailboxes for meeting rooms and equipment.

Directory synchronization and mail flow should be configured correctly for a mailbox to be created in the service. Creation of the mailbox in the service isn't immediate and depends on the directory synchronization schedule.

You need to be assigned permissions before you can perform this procedure. To see what permissions you need, see the "Remote mailboxes" section in the Mailbox Permissions topic.

Properties specific to a remote mailbox are controlled by the Set-RemoteMailbox cmdlet. The EMC allows you to set additional properties and the permissions may vary depending upon the feature that you're configuring. The permissions listed above grant permission to edit all the properties of the < Remote Mailbox> Properties dialog box.

Modified This read-only field displays the last date and time that a configuration change was made to the remote mailbox.

Configuration changes made through any other method, such as the Exchange Management Shell or Active Directory Service Interfaces (ADSI) Edit, will also update this field.

Alias Use this text box to view or change the remote mailbox's alias. The alias can't exceed 64 characters and must be unique in the forest.

Use MAPI rich text format Select one of the following options from the corresponding list:

Never If you select this option, messages sent to this recipient are converted to plain text.

Always If you select this option, messages sent to this recipient are in the MAPI rich text format (RTF).

Use Default Settings If you select this option, messages sent to this recipient are sent in either MAPI RTF or plain text, depending on the settings of the client computer from which the message is sent.

Hide from Exchange address lists Select this check box to prevent the recipient from appearing in the global address list (GAL) and other address lists that are defined in your Exchange organization.

After you select this check box, users in your Exchange organization can still send messages to the recipient by using the e-mail address.

Custom Attributes Click this button to open the Custom Attributes dialog box. You can specify up to 15 custom attributes for the recipient. To specify the custom attribute values, use the corresponding boxes, and then click OK. To learn more, see Understanding Custom Attributes.

Use the User Information tab to modify the following fields.

First name Use this box to modify the recipient's first name.

Initials Use this box to modify the recipient's middle initials.

Last name Use this box to modify the recipient's last name.

Name Use this box to modify the recipient's directory name. This is the name that's listed in Active Directory.

Simple display name Use this box to modify the recipient's simple display name. The simple display name field accepts only ASCII characters.

In Exchange 2010, the Display name field (located on the General tab) can contain Unicode characters. However, third-party applications and older clients may not support Unicode characters. If the system that is displaying the recipient properties doesn't support Unicode characters, you can use the simple display name. For more information about Unicode characters, see Unicode.

Web page Use this box to modify the recipient's Web page address.

Notes Use this box to modify administrative notes about the recipient.

These notes are also visible in Outlook. When a user views the recipient's properties in Outlook, the notes will be displayed on the Phone/Notes tab.

Use the Address and Phone tab to view or modify the following fields:

Street address Use this box to view or change the recipient's street.

City Use this box to view or change the city where the recipient is located.

State/Province Use this box to view or change the state or province where the recipient is located.

You can use the State/Province field as a condition for dynamic distribution groups and e-mail address policies. If you plan to use this field as a condition, you must devise and follow a consistent naming convention to ensure accurate results for dynamic distribution groups and e-mail address policies.

ZIP/Postal code Use this box to view or change the ZIP code or the postal code where the recipient is located.

Country/region Use this list to view or change the country or region where the recipient is located.

Business Use this box to view or change the recipient's business phone number.

Pager Use this box to view or change the recipient's pager number.

Fax Use this box to view or change the recipient's fax number.

Home Use this box to view or change the recipient's home phone number.

Mobile Use this box to view or change the recipient's mobile phone number.

Use the Organization tab to view or change the information about the recipient's role in your organization.

Title Use this box to view or change the recipient's title.

Company Use this box to view or change the company for which the recipient works. You can use this field to create recipient conditions for dynamic distribution groups, e-mail address policies, or address lists.

Department Use this box to view or change the department in which the recipient works. You can use this field to create recipient conditions for dynamic distribution groups, e-mail address policies, or address lists.

Office Use this box to view or change the office location for the recipient.

Manager Select this check box if you want to specify this recipient's manager. By specifying the manager for each recipient in your organization, you can create a virtual organization chart that is accessible from e-mail clients such as Outlook.

Click Browse to open the Select Recipient User or Contact dialog box. Select the recipient's manager, and then click OK to return to the property page.

Direct Reports Use this box to view the list of mailbox users and contacts that are managed by this recipient. This field is read-only and is populated automatically when this recipient is designated as a manager for another recipient.

Use the Account tab to modify the logon names for the Active Directory domain service user account that is associated with the recipient:

User logon name (User Principal Name) The user logon name consists of a user name and a suffix. Use this box to type the user name that the user will use to log on to the Active Directory domain. The user logon name cannot exceed 1,024 characters and must be unique in the forest.

Use the corresponding drop-down list to select the suffix for this user. Typically, the suffix is the Active Directory domain name in which the user account resides. To view or change the list of available domain suffixes in your forest, use Active Directory Domains and Trusts. In the Active Directory Domains and Trusts console tree, right-click Active Directory Domains and Trusts, and then click Properties. In the property page, use the UPN suffixes tab to view the list of available domain suffixes in the forest.

User logon name (pre-Windows 2000) Use this box to type a user name that is compatible with legacy versions of Windows (prior to the release of Windows 2000 Server). The user logon name for a version of Windows earlier than Windows 2000 Server can't exceed 20 characters and can't contain any of the following characters: \/ [] : | <> + = ; ? , *.

When the user account is first created, this field is automatically populated based on the User logon name (User Principal Name) field.

User must change password at next logon Select this check box if you want the user to change the password at next logon. The user won't be able to log on until the password is successfully changed.

Use the Mail Flow Settings tab to configure delivery options and message size or message delivery restrictions for the remote mailbox.

Message Size Restrictions Select this setting and then click Properties to open the Message Size Restrictions dialog box. In this dialog box, use the Maximum message size (in KB) check boxes to set the maximum size for messages that can be sent and received by this recipient. Use the corresponding text boxes to type the maximum message size allowed (in KB). The message size must be between 0 and 2,097,151 KB. If a message larger than the specified size is sent to the recipient, the message will be returned to the sender with a descriptive error message.

Message Delivery Restrictions Select this setting and then click Properties to open the Message Delivery Restrictions dialog box. Use this dialog box to configure the following settings:

All senders Click this button to specify that the recipient can accept messages from all senders. This includes senders in both your Exchange organization and external senders. This button is selected by default. This option includes external users only if you clear the Require that all senders are authenticated check box. If you select this check box, messages from external users will be rejected.

Only senders in the following list Click this button to specify that the recipient can accept messages only from a specified set of senders in your Exchange organization. Click Add to open the Select Recipient dialog box. This dialog box displays a list of all recipients in the Active Directory forest. Select the recipients you want, and then click OK. You can also search for a specific recipient by typing its name in the Search box and then clicking Find Now.

Require that all senders are authenticated Select this check box to prevent anonymous users from sending messages to the recipient.

No senders Click this button to specify that the recipient will not reject messages from any senders in the Exchange organization. This button is selected by default.

Senders in the following list Click this button to specify that the recipient will reject messages from a specified set of senders in your Exchange organization. Click Add to open the Select Recipient dialog box. This dialog box displays a list of all recipients in the Active Directory forest. Select the recipients you want, and then click OK. You can also search for a specific recipient by typing its name in the Search box and then clicking Find Now.

Use the Member Of tab to view a list of the groups to which this recipient belongs. Some of these groups may not be mail-enabled. Mail-enabled groups will have an envelope icon next to them. You can't use this tab to modify membership information. The recipient may match the criteria for one or more dynamic distribution groups in your organization. However, dynamic distribution groups aren't displayed on this tab because their membership is calculated each time they are used. For more information, see Managing Distribution Groups.

Use the E-Mail Addresses tab to configure the e-mail addresses for the remote mailbox. You can modify the existing addresses or create additional ones. Each remote mailbox must have at least one primary STMP address that is internal to your Exchange organization and one remote routing address. The remote routing address should contain the SMTP address of the mail-enabled user's associated remote mailbox in the cloud-based service.

Add Click Add to add a new e-mail address for this recipient. Use the drop-down box to select from the following address types:

SMTP Address This is the default address type. Click this button, and use the corresponding dialog box to add an SMTP address.

Custom Address Click this button, and use the corresponding dialog box to add a custom address (for example, fax or X.400).

Note:

With the exception of X.400 addresses, Exchange doesn't validate custom addresses for proper formatting. You must make sure that the custom address you specify complies with the format requirements for that address type.

Edit Click this button to modify the selected e-mail address.

Set as Reply Click this button to set your selected address as the "reply to" address. A recipient can have multiple e-mail addresses for a specific address type. This allows the recipient to receive messages that are addressed to any one of these e-mail addresses. However, a single address must be used for any messages that are sent by the recipient. If a recipient has multiple e-mail addresses, the primary address is used for any messages sent by the recipient.

This button is available only when an address other than the primary address is selected. Primary addresses for each address type are displayed in bold type.

If an e-mail address policy in your Exchange organization applies to this mailbox, the Set as Reply setting will be controlled by that policy. To change the primary address for a specific address type, you must clear the Automatically update e-mail addresses based on e-mail address policy check box.

Set as Routing Address Click Set as Routing Address to designate the selected e-mail address as the remote routing address for the recipient.

Note:

This button is enabled when an address other than the remote routing address is selected.

Automatically update e-mail addresses based on e-mail address policy Select this check box to have the recipient's e-mail addresses automatically updated based on changes made to e-mail address policies in your organization. This box is selected by default.

This example uses the Get-RemoteMailbox command to find all the mailboxes in the Marketing on-premises organizational unit, and then uses the Set-RemoteMailbox command to configure these remote mailboxes. The custom maximum send and receive message sizes are set to 10 MB. You can use this command to configure a specific set of mailboxes to have larger or smaller message size limits than other mailboxes in the organization.